The incumbent serves as the Community Based Outpatient Clinic (CBOC) Administrative Officer/Coordinator for the General Medicine Service Line (GMSL). The incumbent is responsible for performing key duties in the areas of administration, management analysis, financial coordination and investigation in support of numerous functional areas.

Duties

Major duties include but is not limited to: Provides support in the development of organizational structures and processes to ensure optimal administrative operations within CBOC's; serves as operations expert for the CBOC's, setting administrative priorities and assigning administrative and operational work through the clinics assigned. Ensures processes are in place to keep supervisors and clinicians informed of organizational updates, program changes impacting programs, and proactively identifies and solves problems before they become significant, while reasonable anticipating and developing solutions which will prevent problems. Analyzes, summarizes, identifies, interprets and evaluates significant trends and issues. Forecasts and estimates program requirements and prepare reports, justifications, charts, graphs, statistical and narrative data for briefings and presentations to management officials. Identifies metrics appropriate to the setting/program, reviews data, validates accuracy, analyzes findings, and makes programmatic recommendations based on analysis. Manage requests requiring administrative action and delegating them within the Section assigned as warranted, including need for clinical information, report completion, data pulls, controlled correspondence and local, VISN 20, or National suspense items. Facilitate patient relations. Act as a liaison between patients and the Service Line to resolve medical complaints and issues at the lowest level. Analyze patient care processes to identify and reduce potential problems. Ensure administrative and regulatory requirements pertaining to the function of the sections assigned are met and, when not in compliance, that actions are taken to bring the program into compliance including review and interpretation of new and existing directives, handbooks, policies, instructions, regulations and delegations of authority for potential impact on program objectives, operating policies and work operations. Participates on a number of Health Care System committees and groups that are either standing organizational committees or problem focused activities with system wide implications and ramifications. Responsible for the day-to-day management, oversight and reporting of fund control points for the assigned sections/departments. These fund control points have annual expenditure limits and are generally used for clinical supplies and services. Oversight of expenditures is done by the Budget Analyst of the Service Line. Provides advice to the Business Officer of the Service Line regarding management and program personnel budgetary and finance issues. Submits required documentation to the Business Officer of the Service Line for the sections assigned including directing the development and submission of Human Resources action documentation and ensuring all actions are completed in accordance with Human Resources and VAPSHCS policies and regulations. Coordinates recruitment action for positions within the Service Line for the Human Resources Office including ensuring tour of duty requests and board actions are initiated, preparing requests for recruitment. Manages the flow of documents required for the credentialing and privileging of staff in the Service Line. Participates in quality improvement activities including administrative QI projects using the PDCA methodology. Ensures employees in the assigned sections/departments receive initial orientation in areas of safety or health that are specific to the specialty and the employee's assigned duties. Provides the full range of supervisory duties for 1 clerical staff assigned to the section/department. Plans the work to be accomplished by subordinate, setting and adjusting short-term priorities and prepare schedules for completion of work. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 7:00am to 3:30pm or 8:00am to 4:30pm Telework: Not authorized. Virtual: This is not a virtual position. Position Description/PD#: Clinical Administration Specialist/PD41294A and PD40788A Relocation/Recruitment Incentives: Not authorized. Permanent Change of Station (PCS): Not authorized. Financial Disclosure Report: Not required.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 08/17/2023. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements within 30 days of the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Minimum Qualifications, GS-9: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-7) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Assisting with administrative functions and business activities within an organization; applying knowledge of policies, regulations, and guidelines pertaining to the effective operation of a program; gathering and analyzing data in order to make recommendations to resolves issues and improve operations; implementing process improvement initiatives; assisting with human resources functions; keeping accurate records and preparing reports and/or written correspondence; and collaborating with facility staff to improve the patient experience. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education or masters or equivalent graduate degree or LL.B. or J.D., in a related field of the position to be filled. Education at the graduate level must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. Combinations of successfully completed graduate level education (beyond the first year) and specialized experience as described above, to meet the total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. This education must have been obtained in an accredited college or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. Minimum Qualifications, GS-11: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-9) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Managing the administrative functions and business activities within an organization; monitoring/tracking programs or processes; applying knowledge of policies, regulations, and guidelines pertaining to the effective operation of a program; using a wide range of qualitative and quantitative methods for the assessment and improvement of program effectiveness; implementing process improvement initiatives; providing budgeting and financial management; assisting with contracting functions and managing procurement; assisting with human resources functions; keeping accurate records and preparing reports and/or written correspondence; and collaborating with facility staff to improve the patient experience. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed three (3) years of progressively higher-level graduate education leading to a Ph.D. degree, or Ph.D., or equivalent doctoral degree in the related field of the position to be filled. The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position. Education must have been obtained in an accredited college, or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. Combinations of successfully completed graduate level education (beyond the first 2 years) and specialized experience as described above to meet total experience requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation. Experience must be clearly indicated in your resume. Preferred Experience: One year supervising five or more employees One year experience working with electronic health records Specific to Olympia vacancy: FAC COR Level 1 training completed Specific to Seattle vacancy: One year supervising Telehealth or Telemedicine programs You will be rated on the following Competencies for this position: Administration and ManagementContract AdministrationLeadershipOrganizational AwarenessPersonnel and Human ResourcesProject Management Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is primarily sedentary and performed in a typical office setting. Some slight physical effort may be required. Routinely walking around the Medical Facility. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address VA Puget Sound Health Care System 1660 South Columbian Way Seattle, WA 98108 US
• Name: Abigail Brown
• Phone: (541) 440-1000 X40617
• Email: [email protected]